Here is the detailed explanation of each Prospect Status and Follow-up Status, including their meaning, importance, and what happens when selected:
📌 Prospect Status (Represents sales potential of the lead)
| Status | Meaning | What Happens in System |
|---|
| Hot | Highly interested and ready to move forward | Treated as top priority; follow-up frequency is high |
| Warm | Interested but needs time, more information, or internal approval | Regular follow-ups needed |
| Cold | Low engagement or no clear intent to proceed | Follow-up at longer intervals or can be dropped if not qualifying |
| DND | Do Not Disturb — prospect has requested no contact | No further follow-ups; considered inactive unless reactivated manually |
📌 Follow-up Status (Used to track the outcome of latest communication)
| Status | Meaning | What Happens in System |
|---|
| Pending | Follow-up is planned but not yet done | No action yet; requires follow-up date to be set |
| No Response | Prospect didn’t answer or respond to calls/messages | Follow-up continues; set next follow-up date |
| Contacted | Successfully made contact with the prospect | Next step depends on conversation; set next follow-up if required |
| Qualifying | Prospect is being evaluated based on needs, fit, and budget | Typically used before ticking qualification checkboxes |
| Not Interested | Prospect explicitly said they are not interested | You may stop follow-up; optionally change Prospect Status to “Cold” or “DND” |
| Client Not a Fit | Their requirements don’t match your offering | Mark as unqualified; update Prospect Status to “Cold” or “DND” |
| No Budget | Prospect can’t afford the solution right now | No conversion; may set follow-up in future if budget situation changes |
🔁 Important Note:
- Follow-up Status and Prospect Status are only used to track progress.
- They do not trigger automatic conversion or closure.
- Conversion to Opportunity happens only when:
- All 3 checkboxes in the Qualify section are selected:
- Client needs our services/products
- We can serve the client
- Client has the budget
- And then the user clicks Save on the Follow-up History form
- System shows a confirmation popup: “This prospect will be converted to an opportunity”
- On clicking OK, the record is moved to the Opportunity Module
- If Prospect Status is set to Cold & DND they do not show in followup.
- If Followup status is set Not Interested or Client Not a Fit or No Budget these prospect will not appear in followups.
